Retail Deduction Process Automation

Overview

A major US-based bottled water company needed to automate its accounts receivable deduction process for a large retail chain. The manual process was labor-intensive, error-prone, and time-consuming, impacting productivity and accuracy.

The Challenge

The manual workflow involved navigating to the retailer’s portal, applying filters by date range, changing display settings, and processing individual invoice records. If an invoice matched specific criteria (like ‘Unloading Recovery’ in the description), the process required downloading attachments, modifying and using a PO number to fetch data from an internal intranet URL, and sending consolidated email reports. The process had to be repeated for multiple customer accounts on the same site, increasing manual workload. Maintaining accuracy and ensuring timely delivery to the correct recipients were key concerns.

The Solution: Kofax RPA for End-to-End Deduction Automation

TechTiera implemented a robust RPA solution using Kofax Kapow that automated the entire deduction workflow. The bot navigates through the web portal, applies filters, extracts required data based on business logic, and downloads relevant documents. It dynamically constructs internal URLs using extracted data (like PO numbers), retrieves data from internal systems, formats it into tables, and sends structured reports via email. If no data is found, the bot sends a ‘no data to process’ notification.

Key Capabilities:

• Automated data filtering, validation, and extraction
• Intelligent branching based on invoice description
• Dynamic intranet data retrieval and formatting
• PDF downloads and consolidation
• Automated email alerts for process completion and exceptions
• Multi-account support in a single automated run

Results & Business Impact

Estimated Benefits:

• 150+ hours/month saved from manual processing
• Increased accuracy in deduction validation and communication
• Improved turnaround time (TAT) with automated triggers
• Ability to handle multiple accounts without additional resources
• Enhanced internal audit and reporting consistency

Estimated Annual Cost Savings: $60,000 to $80,000 based on reduced manual workload and faster processing cycles.

Why It Worked

• Flexible automation logic adaptable to varying invoice types
• Minimal system changes - integrated with current platforms
• Error-proof and consistent execution
• End-to-end automation across internal and external systems

Call to Action

Want to automate your AR deduction processing like this client?

Talk to TechTiera to streamline your operations and drive efficiency.